TITLE:	ES&H Manual
DOCUMENT ID:	3510 Appendix T9 Emergency Communications

1.0 Introduction

This appendix describes the emergency communications policies, practices, and procedures at Jefferson Lab. Experience reveals that rapid and effective response to an emergency depends on having effective communications. Effective communications means that the right people receive correct and complete information in time to take action to minimize the potential adverse effects of an emergency situation. In nearly all emergency scenarios, ineffective communications will mean ineffective response, which could result in unnecessary injuries or damage.

2.0 Communications Instruments

2.1 Communicating On Site

2.1.1 Public Address Systems

Local public address systems are available in Building 28 (VARC), Building 16 (Trailer City), Building 58 (Test Lab), and in the accelerator tunnel, end stations, and Free Electron Laser (FEL). Public address systems have the advantage of reaching everyone in the building or area instantaneously. The public address systems in Buildings 28 and 58 are reserved for notifying building occupants of an emergency or the start or end of a particular event. The public address system in Building 16 is for emergency situations only. Overuse for routine purposes desensitizes occupants from paying attention to announcements. The public address system in the tunnel, end stations, and FEL is used for operational and emergency announcements.

2.1.2 Desk-based Telephones

There are more than 1000 desk-based telephones at the Lab. These are easy to use and offer some privacy. They work well between above-ground and below-ground areas. They are ineffective as a means of contact if the person called is not near that telephone. The switchboard that is central to the Lab’s telephone system receives electrical power from the Jefferson Avenue power feed. Natural-gas generators provide emergency power for the regular Lab telephone system

2.1.3 Cellular Telephones

There are approximately one hundred cellular telephones assigned to individuals and groups at the Lab. Cellular telephones have the advantage of mobility and can be used outdoors. Disadvantages include battery-life limitation and the inability to communicate consistently below ground.

2.1.4 Two-Way Radios

Two-way radios offer mobility and the capability of being monitored by more than one person. Disadvantages include third-party noise, distractions, and limited battery life. Only one person can speak at a time, and during that time, no one can talk to the speaker. Two-way radios are easily monitored by off-site listeners unless they are encrypted. See procedures at the end of this appendix.

2.1.5 Alphanumeric Pagers

Emergency responders on staff carry alphanumeric pagers, which display text as well as numerical information. Pagers allow management to contact employees in the field or in transit; however, a matter of minutes is needed to learn if a page was actually received. The use of a paging encoder allows the gatehouse guard to send a single message that reaches emergency responders simultaneously. Individuals may be sent text messages using the Jefferson Lab Web paging system.

2.1.6 Fire Fighters’ Telephones

A network of telephones designed for fire fighter use is located in the underground accelerator and experimental areas. The control station for these phones is located in the Machine Control Center (Building 85) computer room. All telephones in this system are red.

2.2 Communicating Off Site

2.2.1 Telephones

Desk-based and cellular telephones allow staff to contact local, state, and federal government officials as required by the emergency, including the Newport News 911 Center. Most public area telephones are restricted to on-site and local service. On-site only restrictions allow the caller to dial 911, 9-911, 4444, cellular telephones, and any other site telephone without the caller having to dial a personal access number. Most other telephones are restricted unless the caller has a personal long distance authorizations number approved by the Division.

2.2.2 9-911 Telephones

Telephones which automatically dial 9-911 when the receiver is lifted off its cradle are located as follows: one in the control room of Building 85; and two in Building 58 near the R&D Chem Room. These three telephones are red. There is a 10 second delay after lifting the receiver prior to establishing contact with the 911 center. Callers should stay on the line until released by the 911 center.

2.2.3 Calling 9-911

Because of the logic circuitry in our phone system, a 9-911 call goes through faster than a 911 call. Therefore 9-911 is preferred.

2.2.4 FAX/Computers

Facsimile machines allow the direct transmission of text documents, graphics and pictures to any location which has a facsimile machine. Written, graphic, and pictorial information can also be sent by computer network to any capable computer. It is not obvious; however, that the information was received by the desired person until some form of acknowledgement is received.

2.3 New Developments

2.3.1 Emergency Generators Replace Power-Failure Telephones

Four natural-gas powered emergency generators power sections of the Laboratory’s telephone system. The generator installed at CEBAF Center powers the Computer Center operations as well as the local phone switch. The emergency generators automatically start when a loss of normal power to the telephone system is sensed.

2.3.2 Telecommunications Crises Alert Feature

A feature in the telecommunications switch system called “crises alert” is used for notification to specific office phones if 911 or 9-911 is dialed from a Lab telephone. This feature displays the phone number used to call the 911 center and the name of the person who is assigned that phone.

3.0 Rapid-Paging System

A paging encoder is located inside the gate guardhouse (Guard Post 2/Building 60) at the entrance to the accelerator site. The guard uses this encoder for emergency notification to specific Jefferson Lab staff during normal business hours. The names of emergency responders are listed under Emergency Management on the internet web site (http://www.jlab.org/intralab/emergency/rapid_paging/). Responder’s commitments may be viewed on the webpage by clicking on their name. By “commitment” it is meant that a responder has agreed to respond to a specific type of emergency in specific locations. The rapid-paging system is also used to provide status reports and stand-down messages during emergencies and exercises.

If the rapid paging system fails to function, a “phone tree” is activated. The Emergency Manager maintains the phone tree and keeps it posted on the Emergency Management web site. The phone tree lists each person's desk phone number and if they have one, their cellular phone number. The phone tree is initiated by the guard at Post 2 (Guard house) by calling the five people listed at the top of the phone tree and telling them the type and location of the emergency. Each person contacted usually has one or more people to contact and relay the message. If a caller cannot reach a person, the caller becomes responsible for making that person's calls.

4.0 Two-Way Radio System

Two-way radios are used daily on-site for communications between various groups and by the security guard force. The Lab is authorized to use six channels for two-way radio communications. The specific use for each channel is listed in the table that follows:

Channel	Frequency (MHz)	Use
1	411.200	Accelerator miscellaneous off-line
2	411.600	Facilities Management/Maintenance
3	412.750	Miscellaneous off-line
4	413.800	Security & Safety off-line
5	413.850	DCS or off-line Communications
6	423.950	Security/Safety/DCS

The following protocol is used during emergencies to facilitate two-way radio communications:

Channel 2: This channel is used for communications between the Director’s Command Staff (DCS [Facility Manager Designee]) and the Associate Director in Charge (ADIC) at the scene.

If the emergency is inside the accelerator fence, then the Crew Chief also communicates with Channel 6.

Channel 6: This channel is used for communications between the Director’s Command Staff (Security Officer), security forces in the field, and the Fire Protection Engineer, who remains in close proximity to the senior fire fighter present.

Interference between the two channels is prevented at the Director’s Command Staff meeting room by keeping the radios an acceptable distance apart and keeping the volume settings low. A sample of acceptable two-way radio communications protocols are provided at the end of this appendix.

The Telecommunications Office monitors channels 2 and 6 during emergencies to ensure that communications are satisfactory and to facilitate taking prompt corrective action when communications are unsatisfactory.

5.0 Emergency Communications Process

This section describes typical communications required for reporting and responding to a fire-related emergency at Jefferson Lab. Action steps and associated communications are listed in a typical sequence that occurs during an emergency. This process is operative only during normal business hours. The Security Officer has an alternative procedure for use during non-business hours.

5.1 A person detecting a fire emergency verbally warns those in the vicinity

5.2 The person detecting a fire, or someone nearby, activates the fire alarm to alert everyone in the building.

5.3 If off-site help is necessary, the person detecting the emergency calls (or gets someone to call) 9-911 on a telephone or 911 on a cellular telephone from a safe place and describes the emergency and the location.

5.4 The person detecting the emergency calls (or gets someone to call) 4444 (the gate guardhouse) on a telephone or 269-5822 on a cellular telephone and describes the emergency and the location. The caller must be in a safe place to make this call.

5.5 The gate house guard uses a rapid-page encoder to notify emergency responders.

5.6 The Facility Manager Designee receives the rapid-page message and notifies the Facility Manager by cellular telephone, either before or after going to the scene.

5.7 Based on the magnitude of the emergency, the Facility Manager decides whether or not to mobilize the Director’s Command Staff (DCS). If so, the Facility Manager ensures that other DCS members are notified.

5.8 The Security Officer receives the rapid-page message and uses a two-way radio to notify Facilities Management personnel of the emergency. Facilities Management personnel provide traffic control, two-way radio communications, and security at the scene.

5.9 The Security Officer and Facilities Management staff proceed to the scene and provide two-way radio communications for the ADIC.

5.10 If the DCS is mobilized, the Telecommunications Office ensures two-way radio communications are in place for the DCS.

5.11 The Fire Protection Engineer receives the rapid-page message and proceeds to the scene where he/she meets the City of Newport News emergency responders, accompanies the Incident Commander (the senior responder) and relays information to the DCS and ADIC via two-way radio.

5.12 The Emergency Manager receives the rapid-page message and reports to the scene to assist the ADIC. He/she relays status reports via telephone to the gate house guard, who relays the information by rapid-page messages.

5.13 If the emergency is in the accelerator fenced in area and if the Machine Control Center is staffed, the Crew Chief communicates with the DCS, the ADIC, and operations staff at the scene via telephone or two-way radio.

5.14 Communications continue as described above using two-way radios and cellular telephones to connect the DCS, ADIC, security forces, Fire Protection Engineer, Crew Chief, and Emergency Manager. Decisions to reduce the scope of the response and to stand down from the real emergency or exercise are made by the Facility Manager based on recommendations by other key responders.

6.0 Telephone Numbers and Two-Way Radio Channels

Facility Manager - Office phone 7554, secretary phone 7575

Facility Manager Designee - Cellular telephone 876-1750, alphanumeric pagers 584-7007 (Ficklen) and 584-7308 (Even)

Director’s Command Staff - Cellular telephone 876-1750 (FM Designee), two-way radio channel 6

Associate Director in Charge - Two-way radio, channel 6, may have personal cellular telephone.

Emergency Manager - Office phone 7601, alphanumeric pager 584-7601, cellular phone 869-4775

Occupational Medicine - Office phone 7539, alphanumeric pager 584-7539

Radiation Control Group - Cellular telephone 876-1743, alphanumeric pager 584-7236

Accelerator Crew Chief - Cellular telephone 879-3367, office phone 7045, 7047 or 7050, alphanumeric pager 584-7047, two-way radio, channel 6

Security Manager - Two-way radio, channel 6, alphanumeric pager 584-7169

Security Officer - Two-way radio, channel 6, alphanumeric pager 584-7548

Fire Prevention Engineer - Two-way radio, channel 6, and alphanumeric pager 584-7674

Chemical Assistance Team Leader - Office phone 7863, alphanumeric pager 584-7863 Backup - Office phone 7882, alphanumeric pager 584-7882

Telecommunications Office - Two-radio (channels 2 and 6), office phone 7361 or 7799 cellular telephone 876-1737 or 876-1784 alphanumeric pagers 584-7361, 584-7206, or 584-7639

7.0 Radio Telephone Communications Procedures

7.1 Establishing Communications

Before transmitting, ensure that you are not interrupting someone else’s communications. Then clearly identify the person you are calling and identify yourself.

“Bill Board, this is Betty Brown, over.”

Saying the word “over” or “go-ahead” indicates that you are done speaking and expect a response. The person called should identify himself or herself just as the calling party did.

“Betty Brown, this is Bill Board, go ahead.”

Once you have established communications, it is no longer necessary to use both first and last names; use either first names or last names. If there are more than two people on the line, it may be necessary to use both first and last names.

If a person in authority is supported by a radio operator, then it may be inappropriate to use names. Location or position rather than the name of an individual may be appropriate. For example, when security provides a radio operator for the ADIC, all communications to the ADIC should be addressed to “Scene”. A list of useful titles follows:

Position/location	Communications Title
Director's Command Staff (FM/FM Designee)	Facility Manager
Director's Command Staff (Security)	Security
Associate Director in Charge	Scene Director (if at the scene)
Associate Director in Charge	Use first or last name (not at scene)
Fire Protection Engineer	Use first and/or last name
Emergency Manager	Use first and/or last name
Public Affairs Officer	Use first and/or last name
Security staff at the scene	Scene Security
Staff doctor or nurse at the scene	Medical
Guard Post 2 (gate house guard)	Guard Post 2

Some typical transmissions might be:

“Facility Manager, this is Scene Director. The second fire truck just arrived at Building XX, over.”

“Guard Post 2, this is Security. Do not let any vehicles or pedestrians enter the controlled area except for city and staff emergency responders, over.”

ISSUING AUTHORITY	APPENDIX AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	John Kelly	11/16/01	11/16/01	11/16/09	0

This document is controlled as an on line file. It may be printed but the print copy is not a controlled document. It is the user’s responsibility to ensure that the document is the same revision as the current on line file. This copy was printed on 10/27/2009.